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; Scheduling Module 2 Course Catalogues, Student and Staff Setup Feb. 2018 v1.4
;
Scheduling Module 2
Course
Catalogues,
Student and Staff
Setup
Feb. 2018 v1.4
Version History
Version Date Description
1.0 Jan. 12, 2015 Initial document
1.1 Feb. 27, 2015 Correction to course catalogue page 8
1.2 Nov. 17, 2015 Updates based on review from last year
1.3 Jan.7, 2016 Updated section 1.1.3 Course Package creation and section 4.0 Next Year students
1.4 Feb. 13, 2018 Updated section1.2 District Preferences to reflect current layout.
Confidentiality
This document contains information that is proprietary and confidential to Fujitsu Consulting (Canada) Inc. (including the information of third parties, including but not limited to, Follett of Canada Inc., submitted with their permission). In consideration of receipt of this document, the recipient agrees to treat this information as confidential and to not use or reproduce this information for any purpose other than its evaluation of this proposal or disclose this information to any other person for any purpose, without the express prior consent of Fujitsu Consulting (Canada) Inc. (and any applicable third party.)
Table of Contents
1.0 CREATE COURSE CATALOGUE FOR THE BUILD IN THE DISTRICT VIEW ............... 2
1.1 District Course Catalogue ............................................................................................. 2
1.2 District Preferences > Schedule .................................................................................. 5
1.3 Creating Copies of Courses (Flavours) at the District Level ......................................... 8
2.0 DEFINE THE BUILD YEAR CONTEXT ........................................................................... 9
3.0 CREATE COURSE CATALOGUE FOR THE BUILD YEAR ...........................................10
3.1 Copying the School Course Catalogue .........................................................................10
3.2 Pulling Courses From the District to the School Course Catalogue ..............................11
4.0 DEFINE NEXT SCHOOL FOR STUDENTS ....................................................................14
5.0 ROLLOVER SECONDARY SCHOOL ASSIGNMENTS FOR STAFF .............................15
6.0 DEFINE NEW SECONDARY SCHOOL ASSIGNMENTS FOR STAFF ..........................15
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1.0 Create Course Catalogue for the Build in the District View
1.1 District Course Catalogue
The district course catalogue should be reviewed and adjusted each year, as necessary.
Course flavours in MyEdBC allow a district and/or school to make copies of courses.
Note: Course flavours must be created at the district level before the school can create a flavour. See the section 1.3 Creating Copies of Courses (Flavours) at the District Level.
1.1.1 Copy District Course Catalogue
The first step for preparing courses for the coming year is to copy the District course catalogue forward to the next year. This process will only copy courses, from your District, that exist in the Enterprise Level Catalogue for the same year.
Log on to the District view
Click the Schedule top tab
Click the Courses side tab
Click Options and select Copy Course Catalogue…
The following window will open:
Select the Year to Copy from and the Copy to year.
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There may be courses that do not copy and you will be presented with a similar message to this:
Courses listed in this window are ones that existed in the District catalogue and do not have a match in the Enterprise course catalogue.
Courses at the District level can only be copied once. If a single course exists in the next year, the application prevents copying forward. The user will be presented with the following dialogue box:
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1.1.2 Adding Courses to the District Course Catalogue
If you need additional courses, which were not in the current year they can be added for use next year.
Log on to the District view
Click the Schedule top tab
Click the Courses side tab
Click Options and select Add.
The Course Pick List pop-up window appears.
In the Course Catalogue date field select the dates for the next school year.
In the Department field, select All. This will ensure you see all courses at the Enterprise
level.
Note: Only courses that are not already in the year’s catalogue will appear.
Check the box beside the course(s) you would like to add.
Click OK.
Go to the Courses side-tab and perform a search for the course you selected.
Check the box beside the course and click the Details leaf.
Populate the fields as appropriate for the district.
Click Save.
Repeat until all courses required by the district are displayed in the Course list.
1.1.3 Course Packages
Course packages are a special type of course used during the scheduling process. Course packages are used as a way to assign multiple course requests to a student or groups of students. A course package of Grade 8 Core courses, for example, can be created and then assigned to all incoming grade 8 students. Other examples may be for courses that make up an elective rotation, like Applied Skills and/or Fine Arts. Flavors of course packages can be created, just like other courses.
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The following course packages have been created at the Enterprise level.
Individual courses included in the package can be setup in the School or Build view (details of steps are included in the section on school course catalogue).
1.2 District Preferences > Schedule
In District Setup > Preferences > under the Category of Schedule, settings determine how the schools can use courses.
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Field Default Value
Comment
Auto Update school course
checked Checked: Any changes to a district course will be automatically pushed down to the school courses if the related scheduling field is district-owned. Unchecked: Any changes to a district course will NOT be automatically pushed down to the school courses if the scheduling field is district-owned.
Course Field Ownership: Academic level
District Academic Level is used for GPA. This field is open for districts to make available to schools or not via District TT > Setup > Preferences > Schedule.
Course Field Ownership: Description
School District Name: set to district name if schools should not be able to adjust the description of a course.
School: set to school if schools will be permitted to edit the description of a course in School >Schedule >.Courses > Details
Course Field Ownership: Grade level
Enterprise Setting is Enterprise only.
Course Field Ownership: Master type
Enterprise Setting is Enterprise only.
Course Field Ownership: Number
School District Name: set to district name if schools will not be creating course flavours (multiple versions of a course).
School: set to school if schools will be creating course flavours per the course number mask.
Course Field Ownership: Short description
District District Name: set to district name if schools should not be able to adjust the short description of a course.
School: set to school if schools will be permitted to edit the short description of a course School > Schedule >.Courses > Details.
Course Field Ownership: Credit
District Credit values default from the Enterprise level, but are editable by Districts or schools to allow for BAA course credit definitions.
District Name: set to district name if schools should not be able to adjust the credit value of a course.
School: set to school if schools will be permitted to edit the credit value of a course in School > Schedule >.Courses > Details.
Course Field Ownership: GPA Inclusion indicator
District District name: prevents schools from choosing whether a course will be included in GPA calculations.
School: The default value from the district course attribute can be adjusted by the school. School is the suggested setting for BC school districts.
Course Field Ownership: Hide from grade input
District District name: Prevents schools from choosing whether a course set with this value at the district level will be visible for reporting on. Gradebooks will not be created for courses with this setting.
School: The default value from the district course attribute can be adjusted by the school. School is the suggested setting for BC school districts.
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Field Default Value
Comment
Course Field Ownership: Hide from report card
District District name: Prevents schools from choosing whether a
course set with this value at the district level will appear on report cards.
School: The default value from the district course attribute can be adjusted by the school. School is the suggested setting for BC school districts.
Course Field Ownership: Hide from transcript
District District name: Prevents schools from choosing whether a course set with this value at the district level will appear on transcripts.
School: The default value from the district course attribute can be adjusted by the school. School is the suggested setting for BC school districts.
Honor roll type District name: Prevents schools from choosing whether a course set with this value at the district level will appear on transcripts.
School: The default value from the district course attribute can be adjusted by the school. School is the suggested setting for BC school districts.
Course Field Ownership: Weight
District Used in scheduling.
Course Field Ownership: Alternate group
District Alternate group is a means of categorizing Alternate course selections into groups
Course Field Ownership: Department
District Define if District or School can edit the department value on a course.
Course Field Ownership: Minimum minutes per session
District Setting used with in the application for Elementary timetable builder, that is not used in BC
Course Field Ownership: Summary
District District name: Prevents schools from entering a narrative for a course.
School: The default text from the district course attribute can be adjusted by the school or the school can create their own in School > Schedule > Courses > Details.
Course Field Ownership: Teacher preparation code
District Used for grouping sections together when scheduling teachers.
Course Field Ownership: Total minutes per cycle
District Setting used with in the application for Elementary timetable builder, that is not used in BC
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Field Default Value
Comment
Advanced>Miscellaneous Course number mask
Note: In order for schools to create flavours, the district must create the flavour first. The schools then create a flavour of the district flavour.
blank Blank: district can create course flavours. Only one version of
each provincial course code can be brought into the district course catalogue. District will be required to put 3 characters on the end of the course code.
aaaaaaaaaab: District must create a flavour and add three characters to the enterprise course code. School can create flavours of the district flavour and can add up to one character to the district course code.
aaaaaaaaaabb: District must create a flavour and add three characters to the enterprise course code. School can create flavours of the district flavour and can add up to two characters to the district course code.
aaaaaaaaaabbb: District must create a flavour and add three characters to the enterprise course code. School can create flavours of the district flavour and can add up to three characters to the district course code.
1.3 Creating Copies of Courses (Flavours) at the District Level
Flavours present a concept in MyEd that relates to copies of courses, in this case referring to district copies of Enterprise courses. A flavour is added to the copy of a course in a field of its own. This is a requirement of the application when creating different versions of a course, but the flavour does not have any relevance to schedule building or student scheduling. The course number mask requires districts to add 3 characters to the ministry codes. Districts can set the maximum number of additional characters schools might choose to add to school level copies of these codes for their scheduling needs. Schools can then make as many copies with distinct codes and flavours as they require.
Log on to the District view.
Click the Schedule top tab.
Click the Courses side tab.
Check the box beside the course that requires a flavour.
Click the Details leaf.
Click Options on the menu and select Copy.
Populate the Number field with the course code you are copying, adding three
characters to the end.
Populate the Flavor field with a description of the copied course – this may be a course
code or description.
Note: The Flavour field is just a description of the course.
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Click Save.
Return to the Courses side tab. The course flavour will now appear in the district course
catalogue. Schools can see this flavour, bring it into their own school and create
additional flavours. Instructions for creating flavours at the school level are in the School
Setup document.
2.0 Define the Build Year Context
You MUST correctly set this value to the next school year to prevent overwrite of the current year’s schedule.
This value tells the application what the next year is going to be.
This can be set for all school in the district:
District > Schools > Options > Mass Update > Field = Build Year Context > Value = date for the next school year
OR individual at each school
School > Setup > Details > Build Year Context field
School level Steps:
1. Click the red X and delete the existing value
2. Save the record
3. Click the magnifying glass
4. In the pop up window select the next school year
5. Click OK
6. Click Save on the School Details screen.
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3.0 Create Course Catalogue for the Build Year
Schools have the means of copying their current year course catalogue to the build year. They can also pull courses from the district to create or add to their course catalogues.
3.1 Copying the School Course Catalogue
School course catalogues can be copied forward from one year to the next. In order to do so, the course must first exist in the district course catalogue. This process is similar to that for the district course catalogue as described in Section 1.1 above.
Log on to the School View
Click the Schedule top tab
Click the Courses Side tab
Go to Options and select, Copy Course Catalog
From the popup window:
Select the year to copy from and the year to copy to
Note the option to “Replace existing”
Select to Copy all, copy a Selection, or copy from a Snapshot.
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The message shown below displays as a reminder courses must exist in the district course catalogue. Unlike at the district level, there will be no follow up message indicating which courses were not copied as a result of missing from the district catalogue.
Once complete, change the filter to the build year and check the number of courses
3.2 Pulling Courses From the District to the School Course Catalogue
Log on to the School view.
Click the Schedule top tab.
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Click the Courses side tab.
Click the icon and ensure Build Year is selected.
Click Options on the menu and select Add. The Course Pick List pop-up window
appears, displaying the district course catalogue. Ensure the Course Catalogue reflects
the build year and that School Level field is set to All to view the entire course catalogue.
Check the box beside the course(s) required.
Click OK. This adds the selected course(s) to your Courses side tab.
Go to the Courses side-tab and perform a search for the course you selected.
Check the box beside the course and click the Details leaf.
Populate the fields as appropriate for the school.
Click Save.
Click on the Grading sub-top tab
Creating Copies of Courses (Flavours) at the School
The ability to create more than one version of a course (course flavours) requires that specific settings are in place at the district level.
For schools to create copies of courses, the district must have created a copy first. Schools can see this copy (not the flavour), bring it into their own school and create additional copies. A flavour is required but has limited value. Consultation with district support personnel may be required if schools need additional courses created at the district level.
3.2.1 Creating Flavours at the School Level
Log on to the School view.
Click the Schedule top tab.
Click the Courses side tab.
Check the box beside the course that requires a flavour.
Click the Details leaf.
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Click Options on the menu and select Copy.
Populate the Number field with the course code you are copying, adding the appropriate
number of characters required by the district preference setting.
Populate the Flavor field with a description of the copied course – this may be a course
code or description.
Note: The Flavour field is just a description. The actual flavour is the unique course code.
Click Save.
Return to the Courses side tab. The course copy will now appear in the school course
catalogue.
Populate the details on the General and Grading tabs for the copy.
3.2.2 Setting up Course Packages
Course packages are used to enter requests quickly for a group of courses several students must take. From the Build View > Student > Requests, course packages can be expanded out to those courses contained within.
Begin by making a flavour of the chosen, PKG-- course for the selected grade level. Depending on the District > Setup > Preferences > Category > Schedule, the school may be able to edit the course number (code), description and/or short description. In the lower block, course package field, enter the course codes to be contained within the package.
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4.0 Define Next School for Students
Students need to have a Next School value set, in order to assign them course requests. This value can only be set, for Primary Active students at your school.
From the Student top tab in the School view, select the Primary Active Students filter, then the Pre-Transition field set. This field set contains the next school (NextSKL>Name) field. Setting this field determines the student’s primary school following End of Year Rollover.
The next school field is mass-updateable. It can also be set using Modify List or from within a student’s details screen.
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Graduating students do not need a Next School; the next school value for grade 12 students is left blank.
5.0 Rollover Secondary School Assignments for Staff
Primary teachers at your school do not need to be rolled over to the build year. If a teacher exists in the active year, they will be available for scheduling in the Build year.
If you know staff positions we be required next year, but do not know the staff’s name fake staff can be created, e.g. Eng1 2016, Eng2 2016
When you are preparing to build your school's schedule for next year, and your teachers have secondary school associations, you can roll over those associations to build the schedule for next year.
To roll over secondary school assignments for staff members:
Log on to the School view.
Click the Staff tab.
On the Options menu, click Rollover Staff Schools. The system asks if you want to roll
over the current secondary school staff associations to the build year.
Click OK.
6.0 Define New Secondary School Assignments for Staff
Defining new secondary school assignments for staff is best managed at the district level by an administrator or L1 Support that has access to all staff. From the Staff top tab in either the School View or District View, click on the Schools side tab > Options > Add. Complete the form as needed.
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